LETTER TEMPLATES

Application/Cover Letter

Prospecting Letter

Post-Interview Thank-You E-mail

Acceptance Letter

Declining an Offer Letter

Apology Letter

General Suggestions for Writing Job Search Correspondence

Your correspondence with an employer is the first impression they will have of you.  It is vital to  communicate effectively. Job-search letters should promote your candidacy and show sound writing principles. The following suggestions will help you achieve those goals:

Always address your letters to a specific individual with his or her correct title and business address. Names are often found in Business Career Services (1320 Gerdin Business Building) or you may call the company's Human Resource Department to get the correct name. Use "Ms." or "Mr." Only use "To whom it may concern," or "Hiring Manager" or "Selection Manager" as a last resort.

Keep the letter to one page. Eliminate wordiness and rehashing your resume. Simply highlight key points.

• Produce error-free, clean copy. Have it proofread by several others.

• Tailor your letters for each situation. Generic, mass-produced letters are unprofessional.

• Show appreciation to the employer for reviewing your application and/or granting you an interview.

• Always keep your reader in mind. Make your letter easy to read, upbeat and positive.

• Be honest. Always be able to back up your claims with specific examples from your experience.

• Vary your sentence structure so that every sentence does not start with "I".

• Most communication in job seeking may be sent electronically.

Application/Cover Letter

Use this letter to respond to specific job openings, AND to get an interview!

(Center letter on the page from top to bottom)

Your Address
City, State  Zip
Current Date

(4 spaces...2 spaces if the letter is a full page)

Individual's Name
Title
Name of Organization
Address
City, State  Zip
(1 space)
Ms. or Mr. ____________:
(1 space)
First Paragraph:  State why you are writing, the position or type of
work for which you are applying, and how you learned of the opening.  

Make one strong opening statement about yourself.

(1 space between each paragraph)
Second Paragraph:  Express why you are interested in the position, the
organization, and its products or services.  If you possess experience or
coursework directly related to the position, highlight those.  Tell the
reader what you can bring to the company.  Make sure you address each skill, 

either required or preferred, that is listed in the job description.

Third Paragraph:  Refer the reader to the enclosed resume (and other
enclosures).  Request an interview and indicate when you will be
available to interview.  Give your phone number and when to call you.
You may want to give a specific time period in which you will follow-up
with a phone call.  Close with appreciation for the reader's time and
consideration.
(1 space)
Sincerely,

(leave 4 spaces for signature:  use black ink; no spaces are necessary for electronic delivery)

Your Name

Prospecting Letter

The purpose of this letter is to prospect for possible vacancies in your field, to get your resume read, and to get interviews. Prospecting letters are used extensively for long distance searches. Structure this letter similarly to the application letter, but instead of using position information, focus on broader occupational and/or organizational dimensions to describe how your qualifications match the work environment.

(Center letter on the page from top to bottom)

Your Address
City, State  Zip
Current Date

(4 spaces...2 spaces if the letter is a full page)


Individual's Name
Title
Name of Organization
Address
City, State  Zip
(1 space)
Mr. or Ms. _____________:
(1 space)
First Paragraph:  Indicate your interest in the company or organization
and state how you learned about them.  Make one strong opening statement 

about yourself.

(1 space between each paragraph)
Second Paragraph:  Outline your strongest qualifications focusing on
qualifications (i.e. work experiences, co-op/internships, coursework)
which match the work environment.  Do some personal marketing:  Convince
the employer that you have the skills and motivation to contribute to
the organization.  Tell them what you can do for them, not what you
expect from them.

Third Paragraph:  Request an interview and indicate that you will call during a 

specific time period to discuss interview possibilities.  If you will be in the 

area of the company over break or for a long weekend, suggest the possibility 

of meeting during that time.  Express appreciation for their consideration, and say
that you look forward to hearing from them.
(1 space)
Sincerely,

(leave 4 spaces for signature:  use black ink; no spaces are necessary for electronic delivery)

Your Name

Post-Interview Thank You E-mail

Writing an e-mail after a job interview:

• Reminds the prospective employer that you are still available and reiterates your interest

• Shows him or her that you are an effective communicator and have good business etiquette

• Gives you a slight edge over your competition since the other applicants may not write one

E-mail thank you versus mail thank you:

Tips

Thank You E-mail Template:

Subject: Interview for [Job Title]

Mr. or Ms. ___________:
(1 space)
First Paragraph: Thank the interviewer for the interview. State the
job for which you were interviewed, the date of the interview and the
place where it was conducted. Reaffirm your interest in the position
and the company.
(1 space between each paragraph)
Second Paragraph: Indicate any attachments that were requested by the
interviewer. Reiterate your strengths and why you would be ideal for the position. 
Also you can mention something you may have forgotten to say during the interview.

Third Paragraph: Thank the interviewer for his or her time and
consideration. Close with a suggestion for further action; e.g., you
will be available for additional interviews at their convenience.
(1 space)
Sincerely,

Your Name
Email Address
Address
Phone number with area code

Your Address
City, State  Zip
Current Date

(4 spaces...2 spaces if the letter is a full page)


Employer's Name
Title
Name of Organization
Address
City, State, Zip
(1 space)
(Mr. or Ms. Last Name):
(1 space)
First Paragraph:  State the specific position you are accepting which
was offered by either phone call or letter.  Include the exact details
of the agreement; i.e., job title, location, starting salary, number of
hours if it is a factor, etc.

(1 space between each paragraph)
Second Paragraph:  Mention any enclosures, such as an application,
employee forms, or other materials.

Third Paragraph:  Give a statement of appreciation for the opportunity
to begin your career with this firm.
(1 space)
Sincerely,

(leave 4 spaces for signature:  use black ink; no spaces are necessary for electronic delivery)

Your Name

Your Address
City, State  Zip
Current Date

(4 spaces...2 spaces if the letter is a full page)

Employer's Name
Title
Name of Organization
Address
City, State  Zip
(1 space)
Mr. or Ms. ____________:
(1 space)
First Paragraph:  Thank the employer for the offer and be sure to state which position you were offered

(1 space between each paragraph)
Second Paragraph:  Include a statement such as, "I have decided not to
accept your offer of employment at this time because...."  Give your
reason as positively as possible.

Third Paragraph:  Close with an appropriate statement to keep the door
open for a possible future contact.

Sincerely,

(leave 4 spaces for signature:  use black ink; no spaces are necessary for electronic delivery)

Your Name

Your Address
City, State  Zip
Current Date

(4 spaces...2 spaces if the letter is a full page)

Employer's Name
Title
Name of Organization
Address
City, State  Zip
(1 space)
Mr. or Ms. Last Name:
(1 space)
First Paragraph:  Extend your apology for missing the interview.  State
your reason; e.g., car problems, illness, family emergency, etc.  Avoid sharing information that is too 

personal or could be used to discriminate against you.  Ask for another chance to interview.
(1 space between each paragraph)

Second Paragraph:  Provide a suggestion for another interview date that
will not burden the recruiter.  Assure the recruiter that you are
sincere.
(1 space)
Sincerely,

(leave 4 spaces for signature:  use black ink; no spaces are necessary for electronic delivery)

Your Name